Administrative Aide Job Description

Administrative aides assist with an office’s daily clerical and logistical needs, such as answering
phones, copying files, responding to emails, curating schedules, and assisting visitors. This entry-
level position is ideal for people with superior organization and people skills who can easily multitask
on a wide array of assignments. Experience with typing and other computer tasks usually comes in
handy with this job, as does knowledge of industry-specific jargon, if applicable. Administrative aides
usually work in a part- or full-time role, and the job can be a great stepping stone for a young
professional looking to work their way up in a company.

Administrative Aide Duties and Responsibilities

Much of an administrative aide’s responsibilities will depend on the size of the office and the
company’s industry. However, based on listings we analyzed, these duties are usually assigned to
administrative aides:

Answer Correspondence

Many people’s first interaction with a company comes through a phone call, by mail, or through an
email.The administrative aide fields all inquiries, comments, and other correspondence in a
professional manner, and passes on important information to the appropriate party. Administrative
aides also often serve as a liaison between different staff members or departments in a company.

Manage Schedules

Administrative aides are often involved in many aspects of company planning and general
coordination. They must keep meticulous notes in order to accurately update event calendars and
manage the daily schedules of their superiors. Administrative aides are also responsible for booking
and managing staff meetings and appointments, which requires high attention to detail since
executives are often very busy.

Write and Edit Assignments

Many managers delegate writing assignments to administrative aides. These can range from simple
memos or newsletters to more extensive reports and research-heavy papers. Some administrative
 aides also conduct intensive research to help flesh out a presentation or a publication that’s ready
for printing.

Maintain Records

An administrative aide usually handles a company’s detailed record systems. This can include
databases and spreadsheets with correspondence, internal documents, or general company files.
Administrative aides may also record and file company expenditures and receipts while making sure
everything is accounted for. At a larger company, an administrative aide might be responsible for an
entire storeroom or corporate library of information.

Administrative Aide Skills and Qualifications

While some higher-level administrative aide positions require previous experience, many companies
are willing to train a prospective hire. The following skills are essential to getting the job done:

 Typing – the bulk of an administrative aide’s day is spent working in front of the
computer. They must be fast and accurate typists to quickly craft emails, notes, memos,
and other documents
 English language proficiency – administrative aides are sometimes asked to
review and revise written material, making good English grammar and writing skills a
must
 Computer skills – administrative aides must be comfortable with a Windows or
Mac computer system and the associated programs, depending on what the company
uses
 Communication skills – much of an administrative aide’s daily work involves
corresponding either over the phone or in person with a colleague or visitor, so a
confident tone of voice is essential on the job
 Organization skills – working in an office requires a high degree of organization.
Administrative aides are usually responsible for a wide array of work and must keep
track of paperwork, documents, and other important information
 Multitasking – an administrative aide must prioritize the many assignments they
receive through the day, many of which must be handled simultaneously

Administrative Aide Education and Training

Most organizations looking for an administrative aide require at least a high school diploma or GED.
Some companies ask for university coursework in a field like accounting or business, as well as
some past office experience. Administrative aides usually receive on-the-job training that introduces
them to company programs and operating procedures. They also learn how to use in-office
equipment like copy machines, phones, and scheduling tools. Administrative aides in the legal or
medical fields are asked to learn terminology and jargon relevant to the industry.